VMHA Ice Guidelines for Coaches and Managers

Ice Guidelines for Coaches and Managers

(Updated September 2025)

Table of Contents

Regular Season Practices and Games

  • All regular season practices will be entered into TeamSnap at the Association level by the Ice Allocator.
  • Teams are not permitted to delete or edit any ice times or events entered by the Ice Allocator.
  • Teams are responsible for entering their own games.
  • If a rink location is missing (includes tournament rink locations), do not add it yourself—email ice@vmha.com so it can be added Association-wide.

Emails to the Ice Allocator

When emailing the Ice Allocator, please follow this format:

Subject line: Identify your team and the nature of the request (e.g., conflict, ice return).
Example: U13 C1 -- Conflict Game #U13Q0000

Signature block: Always include your name, title, and team.
Example:
Nelson Smith
Team Manager
U13 C1

Non-Rostered Coaches / OIH on the Ice

  • Due to insurance requirements, only rostered team officials and players registered with BC Hockey are permitted on Association ice.
  • If a Coach or OIH (U7/U9 only) is not listed on your TeamSnap roster, they are not allowed on the ice.
  • Managers and HCSPs are not on-ice positions.

Unused / Unscheduled Ice

  • If you cannot use your ice or have a conflict, notify the Ice Allocator as soon as possible so the ice can be reassigned by the Association.
  • Any game ice without a scheduled game remains VMHA ice. Teams do not automatically get to keep this ice for practice.

Game Schedules in Spordle

Spordle is the official schedule of record.

  • Coaches and managers must regularly confirm their team's schedule in Spordle and report any errors or changes immediately.
  • Teams that "no show" due to relying on incorrect TeamSnap information will be fined $500.
  • Rink locations in TeamSnap come directly from PCAHA. If you notice errors, notify the Ice Allocator.

Game Ice and Conflicts

  • Provide the Ice Allocator with full details: game number, date, time, and rink.
  • Each conflict request must be sent in a separate email. The subject line should include the game number.
  • The Ice Allocator will assign a new sheet of ice that works for both teams based on Spordle schedules. Teams do not have discretion to decline the assignment unless in a tournament (not visible in Spordle).
  • Home game ice must be returned. Once returned, it is no longer your team's ice.
  • Teams may be scheduled for two games in one day. PCAHA rules allow for a minimum of three hours between games.
  • Teams must confirm with the opponent and then confirm with the Ice Allocator within 48 hours.

Extra Ice

  • A weekly email will list any extra ice available.
  • Priority for extra ice will be given in the following order:
    1. Teams that lost ice due to rink unavailability.
    2. Teams that lost/returned practice ice due to a direct league game conflict (e.g., practice ends within 3 hours of the start of a game).
    3. Teams that have not picked up extra ice recently.
    4. Requests to unshare ice.
  • Extra ice is not assigned on a first-come, first-served basis.
  • Requests to swap one ice time for another will not be considered.
  • Double-check the times (AM vs. PM) before requesting.
  • Do not assume you have the ice until you receive confirmation from the Ice Allocator and/or it is added in TeamSnap.

No Ice Days

  • Throughout the season, some facilities will have closures when ice is unavailable to VMHA.
  • Replacement ice will be provided for a game scheduled on those days; however, teams will not be given replacement ice for lost practices.
  • Teams may request available sheets from the weekly extra ice email (see Extra Ice section).

For all ice-related inquiries, please contact: ice@vmha.com